SOP: Creating an Event for a Microsoft 365 Group in Outlook

For staff

Overview

Microsoft 365 Groups include a shared calendar that allows staff to schedule meetings, events, and activities that are visible to all group members.

Using the group calendar ensures that communication about meetings and events is consistent and accessible for your entire team.

Requirements

• You must be a member or owner of a Microsoft 365 Group
• The group must have a shared calendar enabled
• You must have access to Outlook (Web or Desktop)

Accessing the Group Calendar

Group calendars can be accessed through Outlook:

• Open Outlook (Web or Desktop)
• Select Groups from the left navigation
• Choose your school or department group
• Select Events to view the shared calendar

Creating a Group Event

Events can be scheduled directly within the group calendar:

• Select New Event or New Appointment
• Ensure the group calendar is selected

Event Details

When creating an event, include:

• Title: Clear description of the meeting or event
• Date & Time: Start and end time
• Location: Room or online meeting link
• Description: Agenda, links, or notes
• Attendees: Optional if inviting additional participants

Visibility and Notifications

• Events appear automatically on the group calendar
• Members can view events without being individually invited
• Invitations can be sent to all members if needed

Best Practices

• Use clear titles so staff understand the purpose of the event
• Use recurring events for regular meetings
• Attach documents or links directly to the event
• Use Teams integration to add a meeting link
• Keep events updated if times or details change

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